TITLE: Office Assistant (Part-Time)
GENERAL SUMMARY: As the first-person clients will interface with on the phone or in person, the
Office Assistant is primarily responsible for greeting and welcoming visitors/clients. As the face of
the agency, the Office Assistant will provide friendly and helpful receptionist duties including
answering and directing all incoming phone calls, outgoing mail and faxes, maintaining reception
desk and common areas, and assisting with other tasks as needed.
Additionally, under the direct supervision of the Operations & Strategy Coordinator, the position is
responsible for providing general office support with a variety of clerical activities and related
tasks for any program or department of the agency.
PRINCIPAL DUTIES AND RESPONSIBILITIES:
- Performs all necessary reception functions, including answering the phone, transferring
calls, directing callers to appropriate resources, and providing referrals as needed.
Responsible for outgoing mail, faxes, signing for subpoenas, and other related tasks. - Make our visitors feel welcome. Warmly greets clients, family members, vendors and
ascertain their needs to direct them to the proper person or location within the facility
while managing the flow of visitors during busy hours. - Performs a variety of general clerical work including maintaining accurate, detailed, and
confidential records through the Electronic Health Record system, Theranest. - Assists with 3rd party insurance billing, including verifying insurances and updating records
as necessary. - Ensures that the waiting rooms, reception area, and first floor common areas are clean,
organized, and stocked with necessary items. - Assist the finance department with accounts payable and other projects on an as-needed
basis. - Performs other duties as necessary to support the programmatic needs of the Agency.
SKILLS AND ABILITIES REQUIRED/PREFFERED:
- Excellent communication and interpersonal skills are required to effectively manage
necessary functions. - Must be kind, compassionate, and comfortable working with victims/survivors of
interpersonal and sexual violence of all ages, including children. - Must be well-organized, reliable, professional, detail oriented and flexible. Ability to work
independently, be a self-starter and maintain responsibility for multiple tasks. - Experience working in a Reception, secretarial, or related role is preferred.
- Experience with billing and finance, including 3rd party insurance billing is a plus.
- Demonstrated proficiency with Microsoft 365 programs including Excel, Word, and
Outlook. - Fluency in English and Spanish is preferred.
WORKING CONDITIONS:
- Professional office setting providing direct services to clients.
- Part-time in-person. Schedule includes evening hours on Tuesday, Wednesday, and
Thursday and 9AM-5PM on Saturday’s.
MINIMUM EDUCATION AND EXPERIENCE:
- Experience working in a professional office environment required.
- High School Diploma or equivalent required.
- Bilingual in English and Spanish is preferred.
